What an auto bill of sale does and where to get one
An auto bill of sale is a written record that you and the buyer (or seller) both sign to document the sale of a vehicle. It shows who owned the car, who owns it now, the sale price, the vehicle identification number (VIN), and the date of the transaction. The bill of sale protects both parties by creating proof of the sale in case of disputes later.
You can get a bill of sale template in several ways. Many state DMV websites offer free PDF forms you can read and print. You can also find templates through the National Association of Secretaries of State, or use a generic template from a legal document site. Some dealerships provide their own forms, though private sales between individuals typically require you to source your own.
The bill of sale is separate from the title document. The title proves ownership; the bill of sale proves the transaction happened and at what price. You will need both when you register the vehicle in the new owner's name.
Key Takeaways
- A bill of sale documents the sale price, vehicle details, and signatures of both buyer and seller, and protects both parties if questions arise later.
- Your state's DMV website usually offers a free PDF template specific to your state's requirements, which is the fastest source.
- The bill of sale must include the VIN, sale price, date, and signatures from both the seller and buyer to be valid.
- Keep a copy for your records even after the sale is complete, as you may need it for tax or insurance purposes.
What information to include on the bill of sale
The bill of sale must contain the seller's full name and address, the buyer's full name and address, and the vehicle's complete VIN (found on the dashboard or title document). Include the make, model, year, and color of the vehicle so there is no confusion about which car is being sold.
Write the sale price in both numbers and words to prevent tampering. For example: "$5,500 (five thousand five hundred dollars)". Include the date of the sale and note whether the vehicle is being sold as-is or with any warranty. If there are known mechanical issues, document them on the bill of sale so the buyer cannot later claim they were not disclosed.
Both the seller and buyer must sign and print their names on the bill of sale. Some states require the signatures to be notarized, meaning a notary public must witness the signing and stamp the document. Check your state's DMV website to see if notarization is required where you live.
How to find your state's specific bill of sale form
Start by visiting your state's DMV website directly. Search for "bill of sale" or "vehicle bill of sale" on the site. Most states have a downloadable PDF that is already formatted to meet state law requirements. The form will usually be free and ready to print.
If your state's DMV does not offer a form online, contact the DMV by phone or visit in person to request one. You can also check the National Association of Secretaries of State website, which links to each state's motor vehicle division. Some states do not have an official form, which means you can use a generic template as long as it includes all required information.
When you find a form, verify it is current by checking the date on the document. Some older templates may not reflect recent changes to state law. If you are unsure whether a form is up to date, call your state DMV to confirm.
Filling out the bill of sale step by step
Print the form on standard white paper. Use black or blue ink and write clearly in print (not cursive) so all information is legible. Fill in the seller's information first: full legal name, street address, city, state, and ZIP code. Then fill in the buyer's information in the same format.
Next, enter the vehicle's VIN exactly as it appears on the title or registration. Write the make, model, year, and color. Enter the sale price in both numeric and word form. Write the date of sale in the format your state's form specifies (usually MM/DD/YYYY).
In the section for vehicle condition or disclosures, note whether the car is sold as-is or if the seller is making any promises about its condition. If there are known defects, list them. Leave this section blank only if the vehicle is being sold with no known issues and no warranty.
At the bottom, both the seller and buyer must sign and print their names. If your state requires notarization, do not sign until you are in front of the notary. The notary will witness both signatures and explore their seal and signature to the document.
When you need the bill of sale after the sale is complete
The buyer will need the bill of sale when registering the vehicle with the DMV. It serves as proof of purchase and is often required along with the title to complete the registration. The buyer should bring the original or a certified copy to the DMV office.
The seller should keep a copy for tax records. If you sold the vehicle for a loss or gain, your accountant may need the bill of sale to document the transaction. You may also need it if the buyer later claims you misrepresented the vehicle's condition or if there is a dispute about the sale price.
If the vehicle is financed, the lender may request a copy of the bill of sale as part of the loan documentation. Insurance companies sometimes ask for it when processing a claim related to the sale or transfer of the vehicle.
Common mistakes to avoid when completing a bill of sale
Do not leave the sale price blank or write "cash" instead of the actual amount. The price must be stated clearly in dollars. Leaving it blank can create legal problems if the buyer later claims the price was different, or if the vehicle is repossessed and the lender needs to know what the sale price was.
Do not use a VIN from a different vehicle or write it incorrectly. The VIN must match the title exactly. If it does not, the bill of sale will not be accepted by the DMV and the registration will be delayed.
Do not sign the bill of sale before both parties are ready. Once signed, it is a binding document. If you need to make changes after signing, cross out the error, write the correction above it, and have both parties initial the change. Do not use white-out or erasers, as this can make the document appear fraudulent.
Do not forget to make a copy for yourself before handing over the original. Keep your copy in a safe place for at least three to five years in case you need it for tax or legal purposes.
Frequently Asked Questions
Does a bill of sale have to be notarized?
Notarization is required in some states but not others. Check your state's DMV website or call the DMV directly to find out whether notarization is mandatory where you live. If it is required and you do not have the document notarized, the buyer may not be able to register the vehicle.
What if I lost my copy of the bill of sale?
If you are the seller and lost your copy, contact the buyer and ask them to provide a copy. If you are the buyer and lost your copy, you can request a duplicate from the DMV or contact the seller. Keep the copy you retrieve in a safe place, as you may need it for insurance or tax purposes later.
Can I use a generic bill of sale template from the internet?
Yes, as long as it includes all the information your state requires: seller and buyer names and addresses, VIN, vehicle details, sale price, date, and signatures. However, using your state's official form is safer because it is may provide to meet state law. If you use a generic template, verify with your state DMV that it will be accepted.
What should I do if the buyer wants to change the sale price after we both signed?
Do not cross out the price and write a new one. Instead, both parties should sign a new bill of sale with the correct price, or sign an amendment document that both parties initial and date. Keep both documents together. Altering the original document after signing can create legal disputes.
Is a bill of sale the same as a title?
No. The title is the legal ownership document issued by the state and shows who owns the vehicle. The bill of sale is a record of the transaction between buyer and seller. You need both: the title transfers ownership, and the bill of sale proves the sale happened and at what price.